1.Alien Registration
Foreign nationals who meet one of the following criteria and intend to stay in Japan for 90 or more days are required to apply for alien registration at the municipal office of the city, town or village of their residence.
(1)Initial Registration
Foreigners are required to apply at the city, town or village municipal office of their residence within 90 days of their arrival. However, international students should apply as soon as they arrive as they will need a ‘Certificate of Alien Registration’ for various administrative procedures once they enter the university. You will need the following documents to apply:
- a.Application for Alien Registration (Forms are available at the City Office)
- b.Two Photos (4.5 x 3.5 cm) taken within 6 months prior to application.
- c.Passport
Your Certificate of Alien Registration will be issued approximately two weeks after the application has been made. You will need your passport to receive the certificate and you are required to carry this certificate with you at all times when you are outside of your home.
(2)Registration of Change in Registered Matters
When a change has taken place in "Period of Stay", "Status
of Residence", "Change of Address", you are required to
apply for registration of such change(s) within 14 days of the day or which
the change has taken place at the municipal office of the city, town, or
village in which you reside.
(3)Renewal Procedures
For long term foreign residents, your ‘Reconfirmation (renewal) application period’ is indicated on the certificate. Apply for reconfirmation during this period. The procedures are the same as when applying for a new certificate.
(4)Application for Confirmation
For confirmation of whether the entry of registration card is in accord
with the actual facts, submit an "APPLICATION FOR CONFIRMATION OF
REGISTERED MATTERS". This may be required when applying for scholarships,
and by the Immigration Bureau or Gifu University. Make sure to bring your
Alien Registration Card when filing for application.
(5)Return of Certificate of Alien Registration
You are required to return your Alien Registration Card to an Immigration
officer at the port of departure when leaving Japan without a re-entry
permission.
2.Application for Permission to Extend Period of Stay
The Immigration Bureau will only allow students with international student status to stay in Japan for one or two years, even if your enrollment at your university will be longer. If you plan to stay longer than the date set by the Immigration Bureau, you must apply for a permit to extend your term of residence. Apply at the Nagoya Regional Immigration Bureau Gifu Branch Office with the following documents, no sooner than two months and no later than ten days prior to the date your visa expires.
(1)Application form for extension of period of stay [forms part 1, 2P (“college student”) and 3P (“college student”)]
(2)Certificate of Enrollment
(3)Certificate of Academic Performance
Research students are required to submit a certificate outlining the details
of their research. Auditing students are required to submit a certificate
such as a copy of an accreditation report which states the course of study
and number of hours attended. (Both documents must be issued by an official
educational institution concerned. Documents prepared and signed by individual
teachers will not be accepted.)
* You may be required to submit additional information including proof
of sufficient assets or means of support, resume, and document certifying
academic career if deemed necessary by the Immigration Bureau (i.e. due
to poor academic performance).
(4) Passport
(5) Application fee of 4,000 yen in revenue stamps (available at the Immigration Bureau.)
3.Activities not included in Visa Status (Part-time Employment)
Holders of "College Student " visa are not allowed to engage
in paid labor. International students wishing to work part-time to earn
funds to pay tuition fees and other necessary expenses must apply for a
permit to engage in an activity other than that permitted under the status
of residence previously granted in advance. Students engaging in work without
this permission or those who contravene the provisions of the permission
may be penalized. Please be extremely careful, as contravention can lead
to deportation in some cases.
Undergraduate and graduate students with a permit are allowed to engage
in part-time work for up to 28 hours a week. (Research students and special
auditing students are allowed up to 14 hours of work a week.) During long
vacations, all students with permits may work a maximum of 8 hours per
day.
Submit ‘Report of Working Place’ to your faculty or graduate school office.
<Application>
Applications for a permit to engage in an activity other than that permitted
under the status of residence previously granted are performed by the International
Students themselves. Application must be accompanied by the following documents:
・Application from for a permit to engage in an activity other than that permitted under the status of residence previously granted.
・(Separate form)
* These forms are available at your faculty or graduate school office.
・Alien Registration Card.
Submit the above documents to your undergraduate or graduate faculty office.
(Allow about one week for the issurance of a provision.) Submit the required
documents with the attached provision to the Nagoya Regional Immigration
Bureau Gifu Branch Office.
<Other>
(1)Not all students may engage in part-time work. The university will not issue provisions to students with poor academic performance or low attendance.
(2)Students are not allowed to engage in employment affecting public moral
or related illegal operations.
(3)Permit must be carried at all times. You are also required to notify
your undergraduate or graduate school office any changes pertaining to
employment location, type of work or hours of work.
(4)The tenure of your permit to engage in an activity other than that permitted by the status of residence may not extend beyond your visa expiration date.
4.Re-entry Permission
International students returning to their home countries temporarily or traveling out of Japan on research must obtain the following permission:
(1)Consult your academic advisor and obtain permission.
(2)Notify your undergraduate or graduate school of your plans to return to your home country temporarily in writing. Always remember to include your contact number.
(3)Apply for re-entry permission at the Nagoya Regional Immigration Bureau Gifu Branch Office. Remember to obtain this permission before you leave Japan, because it will be very difficult to re-enter the country without this permission.
* The re-entry permission date cannot be extended beyond the suthorized
period of stay. Therefore, when you are leaving Japan temporarily, whether
to return home or to visit another country, you must firstly check your
visa expiration date and apply for permission to extend your period of
stay before you apply for re-entry permission if there is a chance you
may not return to Japan within the date of expiration of period of stay.
<Documents>
- (1) Application form for a re-entry permit (available at the Immigration Bureau)
- (2) Student ID card or certificate of enrollment
- (3) Application fee of 3,000 yen (6,000 yen for a multiple re-entry permit) in revenue stamps (available at the Immigration Bureau.)
Be sure to bring your passport and Alien Registration Card when applying.
5.Registration of Change in Registered Matters
When any change has taken place in "Status of Residence", "Occupation",
"Period of Stay", youn are required to apply for a change of
status residence at the Immigration Bureau.
Failure to apply for change in registered matters will result in penalty
or deportation.
<Documents>
- (1) Application for Change in Status of Residence (forms 1 and 2)
- (2) Proof of change of status of residence (information to clarify your
reason for application) Varies depending on the status of residence (Generally
the same as the documents needed when applying for a Certificate of Eligibility
to Reside in Japan)
- (3) Passport
- (4) Alien Registration Card
- (5) Application fee of 4,000 yen in revenue stamps (available at the Immigration Bureau.)
6.Registration of Dependant Visas
International students, when inviting family members to live with them in Japan, must obtain ‘Dependant’ status of residence for their family members. Family members who are eligible to stay in Japan under the ‘Dependant’ status must be dependants of the student (spouse, children). This requires that the student him/herself is capable of supporting the family on an ongoing basis.
The quickest way to arrange a dependant visa is for the international student
to apply in person on behalf of his/her family at the Nagoya Regional Immigration
Bureau Gifu Branch for the family member's Certificate of Eligibility as
a Foreign Resident. The following documents should be prepared and submitted:
<Documents>
(1)Application for Certificate of Eligibility (forms 1 and Part 2R “Dependent”)
(2)Documents certifying the relationship between the applicant (supporter)
and the dependents. This can either be a domiciliary register, marriage
certificate or birth certificate which proves the relationship to the applicant.
(3)The applicant's (supporter's) Alien Registration Card or a copy of his/her
passport.
(4)Documents certifying that the applicant has sufficient assets or ability
in respect to such a supporter should be furnished.
- *The international student's certificate of enrollment
- *An account balance certificate of a bank account held by the applicant
or a certificate of money transfers.
- *Certificates showing scholarship information including amount and tenure.
(5)Two photos (4x3 cm) of the dependant (family member) taken no earlier
than 6 months prior to the application.
(6)Self-addressed and stamped envelope (with 430 yen stamp)
(Note) Applicants may be asked to provide additional documentation depending on the case.
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